N5 Computer Guide Practice Du Toit

Computer Practice Office 2013 N5 Downloaded from hlayiso.com (Du Toit & Van der Merwe)

Module 1 - The Operating System: Windows 7 OPERATING SYSTEM The operating system is the primary element of all software and loads automatically when starting the computer; without it no other software can be used. The operating system: • Activates the computer; • Allows the user to communicate with the computer; • Controls the functioning of the computer; and • Controls the management Downloaded of filesfrom on the diskette or hard disk. hlayiso.com www.futuremanagers.com

Module 1 - The Operating System: Windows 7 (continued) CREATING AND NAMING FOLDERS. MANAGING DISKS • Folders can be created within other folders and named as desired in the computer system. The same rules apply as for naming files. • Use short and descriptive folder names to identify a category easily. • Files can be moved from one folder to another. • Folders can hold any number of individual files. • Folders can be copied, moved, renamed and deleted. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - The Operating System: Windows 7 (continued) FILE MANAGEMENT Related information is stored on a flash drive or hard disk in the form of files. Each file must be given a unique, meaningful file name which may consist of a maximum of 255 characters (long file names) and usually has a three- or four-character extension automatically added by the application (letters or figures). Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - The Operating System: Windows 7 (continued) FIND (SEARCHING FOR FILES) Search is used to search for and find all files on the hard disk that match the criteria you specify. When searching for files or folders, a list of files/folders found is displayed. A file can then be renamed, deleted or printed. The file can be opened. The number of files appears in the details pane. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 - The Operating System: Windows 7 (continued) THE HARD DISK A hard disk is a magnetic device that is used as external memory (secondary memory) for magnetic storage of data. It is regarded as peripheral hardware. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing: Microsoft Word 2013 DEFAULT SETTINGS The File tab displays a combination dialog box and menu system that acts as a resource system for various document-related tasks, such as: • Save AutoRecover settings; • Changing the user name; • Changing the default measurement unit; • Changing Word Option Settings; and • Changing page layout and formats. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing: Microsoft Word 2013 (continued) ADVANCED FORMATTING Microsoft Word 2013 has advanced formatting features such as: • Formatting paragraphs and pages; • Line numbering; • Window/orphan control; • Page breaks; • Section breaks; and • Text alignment. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing: Microsoft Word 2013 (continued) FOOTNOTES AND ENDNOTES Footnotes and endnotes give readers more information about the content of the document. Footnotes appear at the bottom of the page on which they are inserted to cite a source. Endnotes appear at the end of a section or document. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing: Microsoft Word 2013 (continued) DOCUMENT ADMINISTRATION Windows Explorer, Computer and Documents can be used to manage disks, files and folders. Files and documents can be: • Copied; • Moved; • Renamed; and • Deleted. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing: Microsoft Word 2013 (continued) CREATING TABLES In a table: • The structure can be changed: rows/columns can be added and the size can easily be adjusted; • The contents in a cell/column or the entire table can be formatted; • The placing of the contents in a cell/column can be aligned as required; • Items can be enhanced by using borders and background shading; and • Sort a table by using the contentsfrom Downloaded of columns. hlayiso.com www.futuremanagers.com

Module 2 – Word Processing: Microsoft Word 2013 (continued) MAIL MERGE The Mail merge feature is used to take information from a data source (recipient list) and insert it into a main document on the screen or when it is printed. In this way letters with the same basic contents, which have to be sent to various customers can quickly be composed (personalized form letters). Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing: Microsoft Word 2013 (continued) SHARING DATA WITH OTHER APPLICATIONS OLE (referring to object linking and embedding ) allows a user to move information such as text or data between programs. Word and all office programs have special ways to move information from one program to another, including importing, exporting, embedding, linking, and hyperlinking. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet: Microsoft Excel 2013 THE DEFAULT SETTINGS IN EXCEL You can set default options for the location in which documents should be saved and set a user name to be added to a new document or when editing a document. The user name identifies the author or editor of a document. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet: Microsoft Excel 2013 (continued) EXCEL DATA LISTS (TABLES) • Rows: • Every row is called a record and contains similar data. • The first row contains column headings (column labels). • Columns: • Every column is called a field. • The heading at the top of a column is called a fieldname. • Every column describes one characteristic Downloaded of a data list. from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet: Microsoft Excel 2013 (continued) ADVANCED WORKSHEET SKILLS Microsoft Excel 2013 has advanced features such as: • Naming cells and ranges using the name box; • Using cell contents as range names; • Naming cells using the New Name box; and • Advanced copying. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet: Microsoft Excel 2013 (continued) MACROS A macro is a series of commands that you can use to automate a repeated task, and can be run when you have to perform the task. Macros are used to execute complicated or repetitive tasks quickly and accurately. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Database: Microsoft Access 2013 UNDERSTANDING DATABASES A database is an organised collection of related information or data. It consists of a series of rows (called records) and columns (called fields), filled with data. It provides a method of finding information quickly and easily. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Database: Microsoft Access 2013 (continued) USING THE APPLICATION The new feature in Access 2013 is Access web apps. According to Access 2013 terminology, the data you gather and store on your computer is stored in a desktop database and the data you collect and store online is managed by using web apps. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Database: Microsoft Access 2013 (continued) TABLES Tables hold the data entered into the database and are the basic elements of a relational database. Table structures should be carefully designed to secure an error-free database. Every database must contain at least one table. In a relational database more than one table is used and each table contains all the data about one aspect of the database. The tables are connected to one another in a relationship. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Database: Microsoft Access 2013 (continued) RETRIEVING INFORMATION Information can be retrieved and organised using functions such as: • Find/search; • Sorting records in a table datasheet; • Applying filters; • Queries; and • Changing the view. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Database: Microsoft Access 2013 (continued) OUTPUTS Reports are created to present selected information from a table or query in printed professional-looking format to management or operational personnel. The report should be self-explanatory and focus on the purpose of the report. Downloaded from hlayiso.com www.futuremanagers.com